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Pastoral Care

The Pastoral Care tools help your team record visits, track follow-up needs, and distribute care work across staff, ministries, and groups — all tied to the people in your directory.

There are three connected tools:

ToolWhat it does
Pastoral VisitsRecord a visit with one person from their profile and mark whether follow-up is needed.
Care AssignmentsAssign follow-up tasks to staff members, a ministry, or a group.
Visit logSee all visits across your church, filtered by date range, visit type and whether a follow-up was raised.

Log a pastoral visit​

A pastoral visit is any meaningful in-person or video care contact — a home visit, a hospital visit, a video chat, or something else. Logging a visit needs an admin role and the Pastoral Care feature. A phone call is logged as a Call instead, which any staff member can do.

  1. Open the person's profile (People → search or browse → select their name).
  2. In Care history, click Log contact.
  3. Choose Visit.
  4. Fill in the form:
    • Visit type — Home, Hospital, Video, or Other.
    • Date — Required. Defaults to today in your church's time zone.
    • Notes — Optional. What happened, how the person is doing, prayer requests.
    • Follow-up needed — Check this if someone should follow up with the person. Passport will automatically create a care assignment assigned to you.
  5. Click Log visit.

Log contact form in Care history with Visit chosen, showing Visit type, Date, Notes and Follow-up needed

The visit appears in Care history on the profile. If you checked Follow-up needed, Passport creates one care assignment, assigned to you, with your visit notes on it. It shows straight away under Upcoming care on the profile and in your care assignments.

To see every visit across your church, click Visit log at the top of Care history. It opens the church-wide visit log.

tip

If the visit saves but its care assignment cannot be created, Passport says so in Care history. Use Assign care on the profile if you still need the follow-up.

Log a note or a call​

The same Log contact form records the other kinds of contact:

  • Note — Something worth remembering about the person.
  • Call — You spoke to them. Passport counts this as contact, so they leave Needs attention. Anything you type is kept with the call.

Care Assignments​

Care assignments are follow-up tasks for a specific person. They can be assigned to a staff member, a ministry, or a group, and they can be claimed by individuals when assigned to a ministry or group pool.

Where assignments live​

Each care assignment has one home:

  • Your own open assignments are on Today, under Your care assignments, grouped Overdue, Today, This week, Later and No date. That includes tasks given to you and tasks you claimed from a ministry or group.
  • Everything else is on Care assignments in the Today menu, in three tabs:
TabShows
Assigned by meTasks you created and gave to someone else.
AvailableTasks assigned to a ministry or group that are open for any member to claim.
CompletedTasks you held or gave out that are done or cancelled, newest first.

Create a care assignment​

You can create a care assignment for any person in your directory.

  1. Click New care assignment on Today's Your care assignments, or on Care assignments.
  2. Step 1 — Who is this for? Search for the person by name, email, or phone. Select them.
  3. Step 2 — Who handles it? Choose where to route the assignment:
    • Staff — Search for a specific staff member by name.
    • Ministry — Route to a ministry team; any member of that ministry can claim it.
    • Group — Route to a small group; any member of that group can claim it.
  4. Step 3 — Add details. Write a note describing what needs to be done. Set an optional deadline date.
  5. Click Create Care Assignment.

The assignment appears immediately where it belongs. If you assigned it to yourself, it appears on Today under Your care assignments. If you gave it to someone else, it appears in Assigned by me. If you routed it to a ministry or group, it appears in Available until someone claims it.

Claim an assignment​

When an assignment is routed to your ministry or group:

  1. Go to the Available tab in Care Assignments.
  2. Find the assignment and click Claim.

The assignment moves to Your care assignments on Today and is removed from the Available pool.

To release an assignment back to the pool, open the row's ⋯ menu on Today and choose Unclaim.

Complete or remove an assignment​

  • Mark done — On Today, select Mark done on the row once you have reached the person. The assignment leaves your list and moves to Completed on Care assignments.
  • Cancel assignment — Choose it from the row's ⋯ menu and confirm. This permanently removes the assignment. Use this only if the assignment was created in error.

Reassign an assignment​

If you need to move an assignment to a different person or team:

  1. Find the assignment on Today under Your care assignments (open the row's ⋯ menu), or in the Assigned by me tab of Care assignments.
  2. Click Reassign.
  3. Choose the new assignee (staff, ministry, or group).

Visit log​

The visit log gives admins a church-wide view of all recorded pastoral visits. It is not in the main navigation: open any profile and click Visit log at the top of Care history.

  1. Use the filters to narrow the list:
    • From / To — Filter by visit date range.
    • Visit Type — Home, Hospital, Phone, Video, or Other.
    • Follow-up raised — Visits that did, or did not, raise a care assignment. The assignment itself lives under Upcoming care on the person's profile.
  2. Click any person's name to open their profile.

Visit log showing date range filters, Visit Type filter, visit list, and Export CSV button

Export to CSV​

Click Export CSV to download the filtered visit list. The export includes person name, visit type, date, whether follow-up was needed, and notes. Use this for reporting, care team reviews, or pastoral records.

Privacy guidance​

Pastoral visit notes and care assignment details contain sensitive personal information. Keep the following in mind:

  • Share pastoral notes only with staff who have a direct care responsibility for the person.
  • Use the Notes field for care context, not for permanent medical records.
  • When exporting to CSV, store and share the file only through secure, church-approved channels.
  • If a person requests that their care history be removed, contact your church admin.
  • Care Tags — Label people for easy filtering before creating care assignments.
  • People — Manage your full directory.